Reviewing Incoming Patient Forms in Huddle

Overview

When patients complete their intake forms in the portal, those submissions show up in Huddle, organized by appointment. Rather than a separate "forms inbox," Huddle surfaces each patient's form progress right on their upcoming appointment — so as you prep for the day, you can see at a glance who has finished their paperwork and who still needs a nudge.

Before you start: Form review only appears when Patient Forms Access is turned on. If you don't see the forms tile described below, check that setting first — see Enabling the Patient Portal.

A Quick Note on Naming

You'll see the same feature labeled a few slightly different ways in the app — they all refer to the same intake forms:

• On the appointment card, the tile reads Patient Intake Forms

• Inside the review window, the tab reads Patient Forms

• The panel heading reads Forms

How to Get There

1. Go to Team Ops → Huddle → Opportunities.

2. Pick the date you want to review.

3. Click an hour to load the appointment cards for that time.

4. On an appointment card, find the Patient Intake Forms tile. It shows a progress bar and an "X / 5 complete" count.

5. Click the tile to open the review window, then select the Patient Forms tab.

Full path: Team Ops → Huddle → Opportunities → [pick date + hour] → appointment card → Patient Intake Forms → Patient Forms tab.

What You'll See

The Patient Forms tab summarizes progress across the five form sections and shows a status for each:

1. Personal — name, address, contact info

2. Insurance — carrier, member ID, plan details, insurance card photos

3. Medical — allergies, conditions, medications, notes

4. Consent — HIPAA consent, communication consent, signature

5. Preferences — appointment and contact preferences

A summary line tells you how far along the patient is — for example "3 of 5 completed" (green) or "2 of 5 started" (amber).

Form statuses

Each section shows one of three automatically-calculated statuses:

These statuses are calculated automatically from what the patient has filled in. There's nothing for you to check off — as the patient completes fields, the status updates on its own.

Viewing the Full Details of a Submission

To read exactly what a patient entered — including their insurance card images and signature — click a section tile. It opens the patient's profile on the Patient Forms view, where each section (Personal Information, Insurance Intake, Medical History, Consent Form, Preferences) shows the submitted values in full.

Huddle Is a Review View — Not an Approval Queue

Huddle is read-only for forms. There is no "reviewed," "approved," or "done" button — the point of the screen is to see status, not to sign off on it. The only action you take from here is nudging the patient to finish.

Nudging a patient to complete their forms

If a patient hasn't finished, send them a fresh link:

• Use the Text magic link to patient action to text them their portal link, or

• Use the portal-link card to copy, open, or regenerate the link.

See Sharing a Patient's Portal Link for details. Remember that invite links expire after 30 minutes, so send one when the patient is ready to complete it.

Frequently Asked Questions

Q: I don't see a Patient Intake Forms tile on the appointment. Why? The most likely reason is that Patient Forms Access is turned off. See Enabling the Patient Portal.

Q: How do I mark a form as reviewed or approved? You don't — Huddle shows form status but doesn't have a reviewed/approved step. Statuses reflect what the patient has completed, not staff sign-off.

Q: The status says "In progress." What's missing? Open the section (which takes you to the patient's Patient Forms detail view) to see which fields the patient still needs to fill in. Then text or copy them a fresh portal link so they can finish.

Q: Where do I see the actual answers, like the insurance card photo or the signature? Click into the section from the forms tab — it opens the patient's Patient Forms detail on their profile, where every submitted value (including uploaded images and the signature) is shown.

Q: Is there one screen listing every patient's forms across all appointments? Forms are reviewed per appointment within Huddle's Opportunities view. Pick a date and hour to see the appointments (and their form progress) for that slot.

Q: A patient filled out their forms but the count still shows incomplete — why? A section only counts as Completed once all of its required fields are filled. For example, insurance counts as complete when the carrier, member ID, and policy holder are present (or the patient marked themselves as self-pay). Open the section to see what's still needed.